Administrative Assistant

ViaSat

Viasat is a global communications company dedicated to connecting people and everything in the world. They have a rich history of innovation and are currently seeking an Administrative Assistant to join their team at their headquarters in Carlsbad, CA.

About the role

This role is critical and reports to the Executive Assistant to the Chief Enterprise & Strategy Officer. It is ideal for someone with 1–3 years of experience who is ready to support a diverse team of Vice Presidents and other professionals.

Responsibilities

• Provide core administrative assistance to Vice Presidents and other team members as needed, including scheduling meetings, managing travel arrangements, processing expense reports, and coordinating internal team logistics.
• Schedule meetings and conference calls with internal and external attendees. Coordinate all details, including conference room reservations, catering, and registering guests with security.
• Coordinate travel arrangements for VPs and other team members as needed.
• Process expense reports for VPs, Chief Officer, and other team members as needed.
• Aid with department events and workshops, from conference room reservations through the onsite experience.
• Greet and escort investors, vendors, and visitors on campus. Act as the onsite point of contact for visiting team members and Chief Officer.
• Proactively order supplies, create purchase orders, and manage subscriptions, ensuring the team has the resources necessary to remain productive.
• Handle incoming and outgoing mail and packages for the department.
• Work closely within the EA/Admin community to share resources and provide coverage. Work seamlessly with internal departments such as IT, Security, Catering, and Shipping.
• Contribute to ad hoc projects in coordination with the Executive Assistant to Chief Officer.

Requirements

• Experience: 1–3 years of administrative experience in a professional office environment.
• Education: Associate’s degree or equivalent combination of education and experience.
• Technical Skills: Proficiency in Microsoft Office, with a strong emphasis on Outlook for calendar management. Experience with Zoom, Slack, and Concur is a plus.
• General Technical Comfort: To learn internal systems.
• Personality Profile: High-capacity operator, calm under pressure, exceptionally organized, positive, mission-first mindset, and strong customer service orientation.
• Hospitality Mindset: Background in hospitality or event planning is a major plus; understanding that small details make a big impact and enjoying making things easier for others.
• Adaptability: "Get it done" attitude with the flexibility to thrive in a fast-paced, evolving global organization where no two days are the same.
• Problem-Solving DNA: Proactive approach to challenges; if a system isn't working, proposing the fix.

Qualifications

• Outstanding interpersonal/customer-focused skills with the talent to communicate effectively and courteously with staff and external contacts at all levels.
• Ability to handle sensitive and confidential information with strict discretion.

Skills

• Microsoft Office proficiency, especially Outlook for calendar management.
• Experience with Zoom, Slack, and Concur is a plus.

Benefits

Not specified.

Pay

$24.52 - $33.7 / hourly.